Program Administrator

05-Feb-2024

Faculty of Arts and Sciences

64828BR

Job Summary

Provides comprehensive and professional student and academic services to graduate students and faculty of the Systems, Synthetic, and Quantitative Biology (SSQ) PhD Program. This individual will be the principal contact and liaison for all internal and external constituencies of the SSQ Biology Ph.D. Program and serve as an advisor to program directors, the executive committee, and faculty members, working with GSAS,  Admissions, Financial Aid, Diversity and Minority Affairs, Student Affairs, Registrar, and 50 labs across Harvard and Harvard affiliated hospitals.

Position Description

Overall responsibilities include:

• Admissions and Recruitment – Managing the annual graduate admissions and recruitment programs, development of a successful student recruitment and retention strategy, including faculty review of applications, serving as secretary for admissions meetings, and preparing and maintaining interview feedback and rank lists. Manage two cross-river (Cambridge and Longwood campuses) interview weekends.  Develops recruitment plan and trains faculty to recruit the best and brightest students. Prepares statistics and reports for annual meetings with GSAS Deans.  Develops a successful student recruitment and retention strategy, including travel to national conferences to represent the program, building relationships with institutions, and keeping current on trends and guidelines that enable the program to create a welcoming environment and retain students.
• Acting as graduate studies advisor, coordinating all program events, and organizing the administrative services required to develop and implement core curriculum. Develops, writes text, and maintains website and other marketing materials. 
• Collaborates with the department finance group to manage the Program’s NIH training grant. Also, prepares yearly progress report. Serves as subject matter expert on post-award management and spending to GBIO team. Makes recommendations to faculty on trainee selection.
• Program Policy Development and Adherence- Primarily responsible for the assessment, development, and implementation of graduate program policies and procedures. With Faculty Co-Directors, prepares student handbook for the program, including program-specific policies and procedures, as well as all GSAS policies. Ensures that students and faculty are aware of the policies; identifies problems and institutes solutions. Reviews and analyzes program processes and policies, and makes recommendations to Faculty Executive Committee for improvements. Organizes Executive Committee meetings with program faculty leadership, creates agenda and keeps faculty abreast of changes in federal funding and university policies, maintains record of notes, and is responsible for implementing programmatic changes. 
• Finance- Assists with the financial management and oversight of the Program to ensure compliance with government and University regulations. Creates program budget and monitors program spending of financial data on Ph.D. student funding. This includes federal and international fellowships and grants for each student. Collaborates with our grants manager on these details and communications to over 50 Harvard labs and Harvard-affiliated hospitals. Primary administrative contact with GSAS Financial Aid. Informs faculty of Harvard fellowships, recommends student nominees, and prepares nomination letters. 
• Special event management- Directs all oversight and planning of the annual program retreat and other program events, including student symposiums, orientation, faculty dinners, and student outings. Principal contact for all attendees, including high-profile alumni. Interacts and negotiates contracts with vendors. Coordinates academic talks which include current students and faculty as well as visits from non-program faculty. Creates and administers surveys for program events (orientation and retreat) to identify and implement improvements.  
• Reporting and Special Projects – Maintains record of grades and other statistics and reports on them as needed to GSAS, donors, and fellowships. Maintains other records including number of applications, diversity statistics, admission, etc. Develops and coordinates past and current data and records for the Ph.D. students. Maintains long-term positive contact with alumni and tracks their career choices and progress in the field. Prepares annual report of the program for GSAS and Harvard Medical School and prepares reports for sponsors as appropriate.

Basic Qualifications

Three or more years of related experience. Education may count towards experience.  

Additional Qualifications and Skills

• College degree strongly preferred. 
• Team player with a positive, problem-solving, and mature attitude. 
• Excellent oral and written communication skills. 
• Proven interpersonal skills and ability to work with a diverse constituency. 
• Demonstrated initiative, creativity, and the ability to evaluate needs, establish priorities, exercise sound judgment, and manage multiple tasks. 
• Strong organizational, planning, and event management skills. 

Working Conditions

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Additional Information

Overtime is required during specific periods, especially leading up to and during program events.

We are unable to provide visa sponsorship for this position.

All formal offers will be made by FAS Human Resources

Work Format Details

This position is based in Cambridge, Massachusetts with some opportunity for hybrid work.  Additional details will be discussed during the interview process. 

Benefits

We invite you to visit Harvard’s Total Rewards website (https://hr.harvard.edu/totalrewards ) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

General Administration

Department Office Location

USA – MA – Cambridge

Job Code

405013 Administrator (N)

Work Format

Hybrid (partially on-site, partially remote)

Department

Graduate Programs for Biophysics, Chemical Biology and Systems Biology

Union

55 – Hvd Union Cler & Tech Workers

Pre-Employment Screening

Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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